Payroll & HR Administrator

Job Description

Job Description

Description:

Payroll & HR Administrator
$28/hr - $31/hr + Monthly Bonus Opportunities

Monday – Friday Schedule (No Weekends)

Benefits Package (Health, Dental, Vision, 401(k) w/Match, PTO and More!

Join a Team that Powers Possibility!
At Haun Welding Supply & Specialty Gases, we’ve been proudly supporting customers across New York and the Northeast since 1958 – delivering quality, safety, and service you can depend on. We’re more than a supplier; we’re a team driven by Helpfulness, Humility, Heart, and Honesty – the values that make us who we are.

Job Summary: The Payroll & HR Administrator is responsible for supporting payroll processing, employee onboarding, compliance tracking, and HR-related recordkeeping. This role ensures accuracy, timeliness, and compliance across payroll systems, employee data, safety and regulatory programs, and audit support functions.

This position requires strong attention to detail, confidentiality, organizational skills, and the ability to manage multiple compliance-driven processes while supporting a positive employee experience.

What You’ll Do

You’ll play a key role in keeping payroll accurate, onboarding seamless, employee records organized, and compliance requirements on track, helping ensure our people and processes run smoothly every day.

Payroll Administration

• Process weekly payroll through Paylocity accurately and on time
• Review payroll data for completeness and resolve discrepancies prior to processing
• Assist employees and managers with payroll-related questions
• Maintain payroll records in compliance with company policy and regulations
• Process employee changes including wage adjustments, deductions, direct deposit updates, and status changes

Onboarding & Employee Records

• Launch and monitor onboarding documents through Paylocity
• Ensure completion of all new hire paperwork and acknowledgments
• Maintain personnel files and electronic employee records in compliance with legal and company requirements
• Audit employee files regularly for accuracy and completeness
• Assist with employment verifications and document requests

New Hire & Safety Onboarding Coordination

• Coordinate HR onboarding for all new hires
• Schedule orientation and safety training sessions
• Send Microsoft Teams invitations to new hires, leadership, and training participants
• Track completion of onboarding, safety, and compliance requirements
• Monitor onboarding checklists and follow up on outstanding items
• Support continuous improvement of onboarding processes and employee experience
• Maintain accurate onboarding and orientation records

Employee Benefits / Employee Navigator Administration

• Assist with administering employee benefits within Employee Navigator
• Assist in entering and maintaining employee benefit-related changes (hires, terminations, life events, transfers)
• Launch and track new hire enrollment tasks within required timeframes
• Audit benefit records for accuracy and consistency with payroll systems
• Assist employees with enrollment, registration, and benefit questions
• Support open enrollment communications, tracking, and reporting
• Generate census and enrollment reports as needed

Pre-Employment Screening Coordination

• Schedule drug testing and physical abilities testing for candidates
• Track and communicate testing results to HR and hiring managers
• Ensure all pre-employment requirements are completed prior to start dates

Drug & Alcohol Testing Program Administration

• Coordinate random, post-accident, reasonable suspicion, return-to-duty, and follow-up testing
• Manage eScreen system records and ensure compliance documentation accuracy

• Track completion of testing and follow up as needed
• Maintain compliant records for CDL and safety-sensitive employees

DOT Compliance Administration

• Maintain DOT driver qualification files in compliance with FMCSA regulations
• Track expiration dates for licenses, medical cards, and required documentation
• Conduct annual driver file audits and MVR reviews
• Process FMCSA Clearinghouse queries and maintain documentation
• Support ongoing DOT compliance and new driver file setup

Audit & Reporting Support

• Assist with 401(k) and financial audits by gathering payroll and employee data
• Prepare payroll, benefits, census, and compensation reports for auditors and leadership
• Upload documentation to secure audit portals

• Track audit requests and ensure timely completion
• Support year-end payroll reconciliations and reporting
• Maintain organized audit documentation and records

Compliance & Recordkeeping

• Maintain confidential employee and compliance records
• Support audits related to payroll, DOT, benefits, drug testing, and HR files
• Ensure compliance with federal, state, and company retention requirements
• Generate reports for HR, Payroll, Safety, and leadership as needed

General HR & Administrative Support

• Provide administrative support to HR and Payroll functions
• Assist with employee communications regarding payroll, benefits, onboarding, and compliance

• Support special projects and process improvement initiatives
• Maintain strict confidentiality of employee information

• Uphold company values of being Helpful, Humble, Honest, and Heart-Driven
• Perform other duties as assigned

What You’ll Bring

You’ll bring strong attention to detail, solid organizational skills, and experience handling payroll, HR systems, and confidential employee data, along with the ability to manage multiple priorities in a fast-paced, compliance-driven environment.

• Experience in payroll, HR, and/or administrative support roles
• Familiarity with HRIS/payroll systems (Paylocity a plus)

• Strong attention to detail and accuracy with data entry and records
• Ability to manage multiple deadlines and prioritize tasks
• High level of confidentiality and professionalism
• Strong communication and problem-solving skills

• Experience with onboarding, and compliance tracking
• Working knowledge of DOT compliance, drug testing programs, or employee recordkeeping (nice to have for this role)
• Proficiency with Microsoft Office (Excel, Outlook, Teams)
• Ability to work independently while supporting a team environment
• Strong sense of accountability and follow-through
• Comfort working in a fast-paced, deadline-driven environment

Work Environment / Physical Requirements

This role is primarily office-based and performed in a professional work environment. It requires frequent use of a computer and standard office equipment, including extended periods of sitting, typing, and screen use. Occasional walking, standing, and light lifting (up to 10–15 lbs) may be required.

Haun Welding Supply & Specialty Gases is proud to be an Equal Opportunity Employer. We value diversity and are committed to fostering an inclusive workplace where all employees and applicants are treated with respect. We do not discriminate or tolerate harassment based on race, color, religion, national origin, sex, genetics, disability status, sexual orientation, gender identity or expression, protected veteran status, or any other characteristic protected by law. This policy applies to all employment-related activities, from application and hiring through ongoing employment.